El Mirage approves three‑year landscape maintenance contract with two vendors

The El Mirage City Council on Sept. 3 approved Contract EM25‑LSM02, a three‑year landscape maintenance agreement that splits city sites among two vendors and sets maximum annual budgets for facilities, rights of way and parks.

City staff presented the contract as a shift from a single‑vendor model used since 2021 to a multi‑vendor approach that staff said will increase competition and provide backup capacity for emergency work. Staff recommended awarding rights‑of‑way work to Arizona Superior Landscaping and parks and facilities work to Premier Landscape Management. The council voted to approve the contract after a motion by Councilwoman Dorsey and a second from Councilwoman Winston; the motion passed with one recorded nay.

City staff said the contract covers maintenance for parks, rights of way, city facilities and utility sites and adds services not in the prior contract, including increased tree maintenance and irrigation assistance. Two new areas—“Sundial 4” park, which the city acquired last year, and a park adjacent to the city’s library that is still under construction—were included in the scope.

Staff described the procurement as an RFP structured by project area so bidders could price facilities and utilities, rights of way (streets), and parks separately. The city listed maximum budgeted amounts for the three areas: $53,000 for facilities and utilities, $183,000 for rights of way, and $160,000 for parks. Staff said the combined maximum budgeted amount is about $436,000 per year and, if ancillary services are used at maximum, the three‑year total would be approximately $1,308,000.

During council questions, members pressed staff on how work would be divided between vendors and how the city would hold them accountable. A council member asked how the city would “distinguish who does what,” noting contract penalties for nonperformance and asking how the city could enforce standards if responsibilities were not itemized. Staff replied that maps and project‑area delineations are included in the contract package and that staff would meet with contractors before work begins to confirm responsibilities.

Council members also raised past performance concerns about a prior vendor, BrightView, saying crews had failed to identify about 20 dead trees and missed irrigation flooding. One council member asked that the contract include a clause explicitly addressing hazards such as dry grass or fire risks; staff said they could look into adding an addendum to address those items.

Staff provided a recommended award breakdown for the contracts: Arizona Superior Landscaping was recommended for the rights‑of‑way contract (amount reported as $166,623.40); Premier Landscape Management was recommended for parks and facilities (amounts reported as $32,322.48 and $114,647.40 respectively). Staff also said one recommended bidder listed an El Mirage location.

The council approved the contract on a motion from Councilwoman Dorsey with a second from Councilwoman Winston. The motion passed; the transcript records one council member voting “nay” but does not record individual yes votes by name. The contract term is three years with two optional one‑year extensions.

Staff said the city will use maps in contract documents to delineate contractor areas, will meet with contractors before work begins, and can pursue addenda to clarify hazard reporting and ancillary services. The contract covers only city‑controlled properties; homeowner associations that manage their own landscaping were excluded.

The council approval allows staff to finalize awards and begin contracting steps and pre‑work meetings with the selected vendors.